Tag Archives: Templates

Word Templates and Building Blocks

Word provides two features for reusing the effort you have put in creating content. Word Templates are useful for creating an entire document from an existing one. Building blocks are useful for reusing parts of the document like common text, custom tables, headers, footers, textboxes, etc.

In this article we will see how to save a document as a template. It is very simple really – Choose File – Save As and select Word Template (.DOTX) option.

Continue reading Word Templates and Building Blocks

How to deploy Office templates with Group Policy

This article is for IT professionals only. Office templates are created by users. How to make common templates available to all employees (or specific groups)? This can easily be deployed using Group Policy.  Here are the approaches available.

 

Using File Folder / SharePoint Document Library

  1. AD and GPMC is required.
  2. Put all the templates in a central shared folder or a document library.
  3. Install and download Group Policy admin templates for Office.
  4. Open Group Policy MMC, open Admin templates – MS Office <ver> – Shared Paths
  5. Change the setting Enterprise Templates Path
  6. If server share provide UNC Path.
  7. If SharePoint library, add that as a network location (or map as drive in login script).
  8. That’s It. Now users can see templates in Word, Excel, PowerPoint – File – New

Using content types

  1. Create a document library
  2. Give read only access to all users
  3. Create and map a content type
  4. Add templates to the content type
  5. New button in the document library will now list all mapped templates

Enjoy.

How to create email templates for common replies in Outlook

How to create email templates for common replies in Outlook

Very simple. Reply as usual. But do not click SEND button. Look at the mail and remove things which will change every time you respond. For example, the recipient address should be removed. But if every reply needs a CC to your boss, keep that email id.

Once the response is generic enough, choose
File – Save As – Outlook Template (.OFT). Specify a name and save it. Reusable attachments can also be kept as a part of the template. For example, FAQ documents, Product Brochures, User Manuals, etc.

Now next time you need to use similar response – there is no need to retype the message. Choose File – New Items – More Items – Choose Form

create Email templates in Outlook

From the drop down in the Forms Dialog choose User Templates in File System and select the email template you saved earlier. Fill in the additional information and Send. Simple and Effective.

If you realize that the email templates which you are using are beneficial to more people in the organization, contact your IT team. They can put the forms in the central forms library for everyone to use.

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SharePoint Part 12 – Branding and Corporate Communication

We spend a lot on branding. But what about documents? Are these branded? Did you know how many facilities Office and SharePoint offer you to create branded and standardized documents? Spend few minutes and watch this video.

These videos were created in 2013. Therefore the logos and screenshots depict older versions of products. However the concepts – which are more important – are still valid.

PowerPoint: How to Copy paste slides with different design templates

Here is a simple but very useful feature for you.

The problem

We often copy slides from one presentation to another. Each presentation usually has a different design template.

When you paste a slide into the destination presentation, it takes on the appearance of the local template. Usually this spoils the original slide thoroughly.

Now you get very frustrated and try to repair the damage manually by trying to format each element of the slide.

Source

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Destination

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After copying to destination

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The solution

It is much simpler than you think.

Look for that ever helpful icon (it is called SmartTag for a reason!).

Click on it and choose Keep Source Formatting.

Copy paste slides with different design templates with Keep Source Formatting

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That’s it.

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What really happened?

Your destination presentation already had a presentation Master (with multiple layouts). You pasted a slide from another presentation and chose Keep Source Formatting. Now the master slide and layouts from original presentation were copied into the destination presentation.

Open the Design tab – open the dropdown – now you can see both the masters.

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Applying any design to any slide

Now that you have multiple designs (templates) available in the same presentation, you can use any design for any slide.

Just choose the slide(s), Right click on the desired design and choose Apply to selected slides

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Be careful here. If you click on the design directly, it will apply to ALL slides!